29 days old

Admin Coordinator/Personal Assistant

Kelly Services
Gaithersburg, MD 20898
**Whats next for you? This great job.** Finding a job that fits your lifestyle isnt always easy. Thats where Kelly Professional & Industrial comes in. Kelly is staffing for an **Administrative Coordinator/Personal Assistant** opening to work at a global pharmaceutical company! This Admin Coordinator/Personal Assistant position will be located at their Gaithersburg, MD site.

**Why you should apply to be an Admin Coordinator/Personal Assistant:**

+ **Pay Rate** : $26.00 per hour

+ **Location:** Gaithersburg, MD 20878 _(remote MUST be local)_

+ **Start Date/Duration:** ASAP! 6+ month contract

**Whats a typical day as an Admin Coordinator/Personal Assistant? Youll be:**

+ Pro-active and collaborative, adding value by working with the other administrators in their function and more broadly within R&D to ensuring the team they support can deliver on their priorities.

+ Carrying out a variety of activities on behalf of their function, including executive level contact globally, supporting global drug project teams, or offering specialist services utilizing a wide range of skills all set within a dynamic and complex business environment working with sensitive and confidential information.

+ Pro-active and creative added value by ensuring their customers can focus on delivery of drugs to the Business whilst they administer their complex business lives.

+ Independently and pro-actively resolving issues and challenges relating to administrative requests

+ Working collaboratively with Global Colleagues to deliver a lean, consistent and professional global administration service to Late RIA (Late Phase Respiratory Immunology and Autoimmune)

+ Providing specialist project based administrative support when required

+ Handling confidential information and maintains the security of the VP's records and files

+ Managing calendars, resolving meeting conflicts in a timely manner and booking rooms when necessary

+ Making travel arrangements including air, hotel and transfers and adjusts arrangements as schedules changes require.

+ Performing unique process such as obtaining visas or passport duplicates when necessary.

+ Coordinating internal and external meetings so that they run smoothly, including scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available

+ Accessing the VP's email accounts to schedule their appointments and answer or redirect routine enquiries from internal or external sources. triage and prioritize e-mail; flag time-sensitive requests/approvals

+ Setting up meetings & teleconference calls using various types of technology, including: telepresence, video conferencing, teleconference, VMR, Skype, MS Teams, etc both domestic & internationally

+ Managing and supporting data sharing platforms like BOX and Share Point

+ Facilitating smooth communications between the VP and other executives, managers, vice presidents, direct reports and employees; and between the VP and external parties such as collaboration partners, media, customers, and the public

+ Completing accurate monthly expenses reports for timely submission using internal expenses system, including approving direct reports expenses following due diligence and in line with corporate guidelines and deadlines

+ Preparing and creating purchase orders as needed for all payables to vendors, including approvals on behalf of executive

+ Following best practices, develops new best practices, and creatively completes administrative tasks

+ An expert in using technology to efficiently complete administrative tasks and proposes technology based solutions

+ Demonstrating excellent overall knowledge of customers needs and the business and utilizes this knowledge to provide proactive customer support

+ Participating in and contribute to administrative continuous improvement activities

+ Providing guidance/coaching and mentoring to colleagues where required

+ Participate in and contribute to training and development initiatives for administrators or other relevant training

+ Leading the practical arrangements and contribute to the preparations of internal and external meetings

+ Maintaining the VP's office and accounting records; monitors, reviews, and approves standard expenditures to ensure that the activities of the office are conducted within established budgets

+ Performing other administrative tasks using independent judgement and discretion

+ Planning and scheduling own workload so that all activities are completed accurately and on time

+ Providing full recruitment support for VP; serve as liaison between Human Resources, Executive Search and internal/external candidates

+ Planning full logistics of team off-sites and town halls within budget including direct vendor contact and negotiations, including setting up of contracts

+ Acting as part of a wider support Administrative team working together to share best practices, support and resolving problems

**This job might be an outstanding fit if you:**

+ Have 5 to 7 years of relevant administrative experience

+ Have experience with a variety of virtual meeting technologies, information management software, and Microsoft products including Concur, SharePoint, MS Teams.

+ Are experienced working in a pharma or healthcare environment

+ Experienced working with Project Management

+ Are experienced in using Excel and other software to manipulate data and run reports

+ Can manage SPO sites including creating and managing permission groups, creating new sites, and adding design elements

+ Are experienced leading peer to peer training

+ Are experience working in a fast-paced global environment

+ Can independent follow-up on action items from meetings.

+ Are able to format documents for consistent, professional appearance

+ Have a high degree of personal credibility when interfacing with organizations internal and external

**What happens next**

Once you apply, youll proceed to next steps if your skills and experience look like a good fit. But dont worry even if this position doesnt work out, youre still in our network. That means all of our recruiters will have access to your profile, expanding your opportunities even more.

**_Please note:_** This position is being recruited for by a national Kelly office, not your local Kelly branch Please reach out to Katie at for immediate consideration.

Helping you discover whats next in your career is what were all about, so lets get to work. Apply to be an Administrative Coordinator/Personal Assistant today!

**Why Kelly** **** **?**

Youre looking to keep your career moving onward and upward, and were here to help you do just that. Our financial staffing experts will connect you with premier companies for opportunities where you can learn, grow, and thrive. Jobs that fit your skills and experience, and most importantly, fit right on your path of where you want to go in in your career. It all adds up.

**About Kelly** ****

At Kelly, were always thinking about whats next and advising job seekers on new ways of working to reach their full potential. In fact, were a leading advocate for temporary/nontraditional workstyles, because we believe they allow flexibility and tremendous growth opportunities that enable a better way to work and live (plus, did we mention we provide a ton of benefits ?). Connecting great people with great companies is what we do best, and our employment opportunities span a wide variety of workstyles, skill levels, and industries around the world.

Kelly is an equal opportunity employer committed to employing a diverse workforce and providing accommodations for people with disabilities in all parts of the hiring process as required under its Employment Accommodation Policy. Kelly will work with applicants to meet accommodation needs that are made known to Kelly in advance.
Posted: 2021-05-24 Expires: 2021-06-24

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Admin Coordinator/Personal Assistant

Kelly Services
Gaithersburg, MD 20898

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